16R0106_A005_Attachment_7.pdf

SAQMMA16R0106 – Diplomatic Platform Support Services Attachment 7 – Service Category 5

LIFE SUPPORT, LOGISTICS, OPERATIONS & MAINTENANCE SERVICES

DESCRIPTIONS AND PERFORMANCE STANDARDS ( HIGH THREAT POSTS NOT IN

CONTINGENCY ENVIRONMENTS, MEDIUM THREAT POSTS AND LOW THREAT

POSTS)

*Specific requirements on services will be provided at the task order level.

Service Descriptions

The following service descriptions and performance standards are examples of the types of services that may be ordered under this service category. This is not an exclusive list of services for this service category. The Task Order Performance Work Statement will identify service requirements ordered. Services provided shall be in strict adherence to the Foreign Affairs Manual (FAM), Foreign Affairs Handbook (FAH), Federal Acquisitions Regulations (FAR), Department of State Acquisition Regulations (DOSAR), Department of State Standardized Regulations (DSSR), Joint Federal Travel Regulations (JFTR), United States Postal Services (USPS), and other applicable US Government regulations, including local US Embassy policies and procedures.

Accounts & Records (6221)

(1) These services may include:

Enter accounting transactions in the accounting system;

Ensure accounting records are accurate, remain within the funding limits, and are supported by valid obligation documents;

Support the Financial Officer to certify funds availability;

Support the Financial Officer to review and adjust current and prior year obligations on a regular basis;

Support the Financial Officer to provide standard accounting reports to serviced agencies.

Administrative Supply Services (6133)

(1) These services may include:

Maintain stock for routine office supplies and forms;

Maintain inventory controls;

Manage the issuing, recordkeeping and warehousing of supplies;

Basic Services (6150)

(1) These services may include:

Support the Management Officer to negotiate hotel rates ;

Provide support structure for VIP visits.

Customer Liaison Office (CLO) Services (6443)

(1) CLO services may include:

Prepare and maintain welcome materials;

Provide pre-arrival information;

Household Furniture, Furnishings, and Appliance Pools (6144)

(1) Pooled furniture and appliances are provided according to an established post residential furniture and appliance pool policy and may include ranges, refrigerators, washers, dryers, freezers, window-type air conditioners, transformers and voltage regulators, household furniture, rugs, draperies, lamps, and fabric for re-upholstery.

(2) These services may include:

Ensure appropriate warehousing and storage of pooled furniture and appliances;

Pick up and deliver pooled furniture and appliances;

Remove and dispose of pooled furniture and appliances;

Maintain inventory control of pooled furniture and appliances;

Repair/reupholster pooled furniture and equipment.

Information Management Technical Support (5458)

(1) This service provides full support for OpenNet (the State Department’s Sensitive But Unclassified (SBU) network) and any State Department-provided Dedicated Internet Networks (DINs).

(2) These services may include:

Maintain platform for OpenNet;

Install baseline hardware/software.

Install post-specific non-baseline software/hardware.

Assist in obtaining training for State Department approved baseline applications;

Install and maintain OpenNet e-mail, system backup, and manage overall system security (e.g., User ID’s, virus protection, patches, etc.);

Provide customer assistance or “help desk” services (including recommendations for systems or equipment requirements/replacements/upgrades);

Support post programs for Information Management Office approved blackberries, laptops and fobs (where applicable, e.g., where management of this program falls under the IM section);

Provide specifications to enable customers to purchase their own OpenNet computer equipment that they may need to connect with the service provider’s LAN.

Leasing (6148)

(1) These services may include all phases of the leasing process for residential, office, warehouse, or other space as follows:

Locate properties;

Assess the safety and structural integrity of buildings and the condition of building systems (e.g., electrical, plumbing, heating, ventilation and air conditioning, etc.);

Coordinate with the Regional Security Office on the review of properties for compliance with security requirements prior to leasing;

Evaluate properties to ensure they meet size requirements and/or are within the regulations;

Support the DoS Contracting Officer to negotiate lease terms with the landlord or agent;

Follow-up with landlord to enforce provisions of the lease;

Support the DOS Contracting Officer to initiate a lease or lease renewal according to

U.S. Government regulations and host-country law (including seeking any required legal assistance in cases of dispute);

Provide assistance with utility and telephone companies for initial connections and termination of services.

Mail And Messenger Service (6194)

(1) These services may include:

Sort, distribute and pickup/deliver mail from local and APO/FPO or DPO sources;

Receive and deliver registered and express delivery (e.g., DHL, UPS, FedEx, etc.)

shipments;

Transport mail to and from the airport;

Coordinate with local customs and airline personnel on mail shipments;

Provide local messenger service.

Motor Pool Operations (6139)

(1) This requirement includes all passenger and multi-use vehicle and includes the following services:

Operate a central motor pool for the purpose of transporting personnel for official business or other authorized use. (Includes garaging and minor upkeep of vehicles (cleaning, checking tire pressure, etc.))

Dispatch vehicles in accordance with post policies and USG regulations;

Maintain all required reports and records.

Non-Expendable Property Management (6143)

(1) These services applies to office and residential furniture, furnishings, equipment and appliances or other official non-expendable items under DOS control and may include:

Receive and properly document all incoming shipments, ensuring they are appropriately stored or delivered;

Maintain inventory control of stored and issued items;

Ensure appropriate warehousing and storage of property;

Pick-up and deliver furniture, furnishings and appliances;

Dispose of official property.

Non-Residential Building Operations (7820 & 7860)

(1) These services cover all activities related to occupancy and use of Government Owned/Long Term Lease non-residential properties (7820) and may include:

Ensure building systems are properly maintained by performing preventive maintenance services (e.g., for electrical systems, heating and air conditioning systems, fireplaces, elevators, and other mechanical building systems);

Perform routine maintenance services (e.g., repairing leaky faucets or broken pipes, repairing broken fixtures, repairing broken/inoperable windows and doors, etc.);

Perform full grounds care, including the periodic and seasonal care of lawns, swimming pools, gardens, walks, driveways and grounds;

Provide custodial services (e.g., janitors, char force, carpet cleaners, window washers, building engineers, furnace persons);

Perform routine between occupants “fix-up” and prepare for new arrivals.

Provide support for conference room set-up or configuration.

Provide security escort services for maintenance personnel and contractors as required, where appropriate and in accordance with post policy Repair/reupholster government-owned furniture and equipment in accordance with post policy;

Provide expertise on space planning and utilization.

(2) These services cover all activities related to occupancy and use of shared Short Term Lease (7860) of non-residential properties and may include:

Work with the landlord to ensure reasonable and necessary repairs are made properly and on time, the building infrastructure and grounds are properly maintained and/or perform minor repairs;

Provide custodial services;

Perform routine between occupants “fix-up” and prepare for new arrivals Provide security escort services for maintenance personnel as required, where appropriate, in accordance with post policy;

Repair/reupholster government-owned furniture and equipment in accordance with post policy.

Payroll Services (6222)

(1) These services may include:

Report and maintain records of time and attendance, pay, benefit, leave, allowances, and tax records;

Support the Finance Management Officer to coordinate scheduled periodic payments for Locally Employed Staff retirement/insurance plans to the host government;

Support the Finance Management Officer to follow up on lost payroll checks and reconciling payroll problems with the payment center.

Diplomatic Pouch Services (6192)

(1) These services may include:

Receive and distribute incoming pouch materials both classified and unclassified;

Prepare and forward outgoing pouches, both classified and unclassified;

Maintain related records

Procurement (6134)

(1) These services may include: Support the DOS Contracting Officer to purchase goods and services using:

Simplified acquisition procedures;

Requisitions (e.g., against GSA Schedules);

Delivery Tickets against Blanket Purchase Agreements (BPAs);

Solicitation of competitive quotes for purchases in excess of the micro-purchase threshold;

Non-Personal Services Contracts;

Preparation of competitive and sole source solicitations;

Micro-purchase cards and petty cash;

Support DOS Contracting Officer to award and administer contracts, including identifying vendors, writing specifications, and negotiating terms;

Prepare documentation for all types of procurement actions, consistent with U.S.

Government and agency regulations.

Reception And Switchboard Services (6195)

(1) These services may include:

Answer/direct telephone calls within mission offices;

Service instruments connected to the switchboard;

Relocate/install instruments, circuits and systems;

Greet/announce visitors;

Reproduction Services (6135)

(1) These services may include:

Print documents, business cards, official invitations, flyers, posters, etc.

Residential Building Operations (7850 & 7810)

(1) These services covers all activities related to occupancy and use of Government Owned and Leased residential properties. These services are further categorized as A) Government Owned/Long Term Lease properties and B) Short Term Lease properties.

(2) Services for Government Owned/ Long Term Lease residential properties may include:

Ensure building systems are properly maintained by performing or subcontracting for preventive maintenance services (e.g., for electrical system, heating and air conditioning systems, fireplaces, elevators, and other mechanical building systems);

Perform or subcontract for routine maintenance services (e.g., repairing leaky faucets or broken pipes, repairing broken fixtures, repairing broken/inoperable windows and doors, repairing government-owned household appliances, etc.);

Perform or subcontract for full grounds care, including the periodic and seasonal care of lawns, swimming pools, gardens walks, driveways and grounds for shared/common areas or facilities;

Prepare properties for new arrivals, conduct pre-occupancy and pre-departure inspections and perform between occupant fix-ups;

Provide residential “hospitality/welcome kits” in accordance with post policy;

Repair/reupholster government-owned furniture and equipment in accordance with post policy;

Provide security escort services for maintenance personnel as required in accordance with post policy;

(4) Services for Short Term Lease residential properties may include:

Work with the landlord to ensure reasonable and necessary repairs are made properly and on time and/or perform minor repairs;

Prepare properties for new arrivals, conduct pre-occupancy and pre-departure inspections and perform routine between occupant fix-ups (e.g., painting, minor repairs);

Provide residential “hospitality/welcome kits” in accordance with post policy;

Provide security escort services for maintenance personnel in accordance with post policy;

Repair/reupholster government-owned furniture and equipment in accordance with post policy.

Shipping And Customs (6136)

(1) These services include Arrange for and oversee the packing, crating and forwarding of shipments;

Perform necessary customs clearance for all incoming and outgoing shipments (e.g., official shipments, House Hold Effects, vehicles, pouches, equipment, etc.)

Travel Services (6462)

(1) This service may include:

Prepare travel orders;

Issue required travel documents;

Assist with arrival and departure in accordance with post policy;

Process flight reservation requests;

Process ground transportation reservation requests (e.g., train, rental vehicle, etc.);

Process other types of transportation requests (e.g., ferry, ship, etc.);

Process hotel accommodations requests;

Assist in obtaining visas for official travel;

Vehicle Maintenance (6132)

(1) This service covers the maintenance and repair of official vehicles, and may include:

Schedule and perform routine maintenance;

Maintain appropriate records and reports for all serviced vehicles;

Coordinate with local vendors on major repairs/overhauls.

Vouchering

(1) This service may include:

Support the Finance Management Officer to prepare, audit (for completeness, accuracy, adequacy of documentation, and legality), and certify vouchers, and submit them for payment;

Work with the disbursing center and vendors to achieve timely payments;

Track and resolve lost or missing payments;

Maintain control over certified documents/vouchers for the required period;

Retire records in accordance with records management requirements;

Provide assistance in preparing travel vouchers;

Provide standard voucher audit detail reports.